Asana
Overview
Asana is a cloud-based project management solution that manages, collaborates, and organizes projects, allowing practitioners to communicate seamlessly across teams and departments. Asana uses boards, lists, and tasks to help project teams visualize the work as it flows from start to finish, maximizing overall productivity.
By integrating Asana with Planview Hub, all teams can use the tools of their choice to create and update their work items, while Hub will work in the background to keep tasks up to date.
Key Features and Benefits
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Improves visibility into the overall status of projects by using boards to visualize project status and WIP (work in process).
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Eliminates the waste and overhead of duplicating data entry, status meetings, and chasing down information.
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Synchronizes tasks representing work items such as defects and user stories to your tool of choice, allowing free flow of information and improved team collaboration.
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Visualize incoming data and act as a central point of truth for projects or project portfolios.
Common Integration Patterns
Demo Videos
Connector Setup Details
This section describes the basic steps needed to prepare your Asana instance for use with supported Planview products. Note that additional fields for synchronization or configuration of queries may be required depending on the requirements of your integration.
Minimal User Permissions & Hub User
We recommend that you create a new user within your external tool, to be used only for your Hub integration. This is the user information you will enter when setting up your repository connection within Planview Hub. By creating a new user, you will ensure that the correct permissions are granted, and allow for traceability of the modifications that are made by the synchronization.
In general, your Hub user account should have sufficient permissions to create, read, and update artifacts in your repository. However, depending on the use case, your user may need different permissions. For example, if you are only interested in flowing data out of your repository, your user may not need to have full CRUD access, as the 'create' and 'update' permissions may not be needed.
Your user should have a secure password or token. Please be aware that Hub will not allow you to save a repository connection utilizing a weak password/token, such as 'tasktop.'
See instructions to learn how to create a custom user in Asana.
List of minimal user permissions:
- User must be invited to the org/workspace
Connecting to the Asana Repository
Personal Access Token Authentication
Required Fields:
- Location/Connection URL
- Example Format: https://app.asana.com
- Personal Access Token
Optional Fields:
- Throttling Settings: This field indicates the number of API calls that can be made per minute. See details here.
- Note: This field should only be set under the guidance of customer care as the ideal value is highly dependent on each customer's unique environment.
- Connection Security: If checked, insecure connections to this repository will be allowed. See details here.
Learn more about how to set up your repository in Planview Hub here.
Other Configuration Settings
Rich Text
Supported rich text elements are:
- Ordered List
- Unordered List
- Anchor
- Deleted
- Emphasis
- Strong
- Underlined
Attachments
The Asana connector can retrieve the following metadata when flowing attachments out of Asana:
- Attachment File
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Author
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Creation Date
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File Name
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ID
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Learn more about how to configure attachment flow in Planview Hub here.
Person Reconciliation
For person reconciliation, the following fields are available:
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Fields Used for Hub’s Default Person Reconciliation Algorithm (Standard Field) |
Field Names for Person Reconciliation Extensions (Note that these are case sensitive) |
Label in Asana |
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ID |
gid |
ID |
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Username |
N/A |
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Display Name |
name |
Name |
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First Name |
N/A |
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Last Name |
N/A |
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Learn more about how to configure person reconciliation in Planview Hub here.
Full Scan
Due to third party API limitations, updates to the following fields may not trigger change detection or cause a synchronization immediately. To ensure these updates synchronize, a high fidelity full scan must occur or another qualifying change must be made to the artifact:
- Liked
- Followers
Learn more about how to configure change detection and full scan intervals in Planview Hub here.
Supported Features
Special Features Supported
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Feature |
Applicable Hub Version |
Applicable Repository Versions |
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Planview Hub: 22.3 and later
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Any supported repository version: |
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Planview Hub: 22.3 and later |
Any supported repository version: |
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(Status can flow out of Asana as a single select, but not into Asana, as transitions are not supported) |
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Supported Artifacts
Supported Work Items
Learn about the difference between containers and work items in Planview Hub here.
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Supported Work Item Type |
Applicable Hub Versions |
Applicable Repository Versions |
Unique URL? |
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Tasks |
Planview Hub: 22.3 and later |
Any supported repository version: |
Yes |
Supported Containers
Learn more about containment in Planview Hub here.
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Containers that can synchronize between repositories |
Applicable Hub Versions |
Applicable Repository Versions |
Unique URL? |
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Sections Note: Beginning in Hub version 22.4, containers can be treated as work items. Learn more here. |
Planview Hub: 22.3 and later |
Any supported repository version: |
N/A |
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Containers used to define the boundary of a collection (when clicking 'Manage Projects' on a collection) |
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Projects |
Planview Hub: 22.3 and later |
Any supported repository version: |
N/A |
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Containers used for artifact routing |
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Projects |
Planview Hub: 22.3 and later |
Any supported repository version: |
N/A |
Supported Field Types
Note: If one field of a given type is supported, others that are also that type in theory should also work. However, sometimes there are instances in which this is not the case due to the repository. So, while we can claim support for fields at the type level, there is a chance that some specific fields of a given type will not synchronize properly.
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Field Type |
Does Hub support custom fields of this type? |
How is field type referenced in the repository? |
Sample Repository Fields Supported |
Particular Repository Fields NOT Supported |
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ID Name |
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Dropdown |
Type Workspace Status |
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Dropdown |
Projects Projects and Sections Tags |
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Completed Liked |
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Due date Start date |
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Completed date Due date and time Start date and time Creation date Modification date |
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Number of likes |
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Assignee |
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Watchers |
Collaborators Likes |
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Notes |
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Permalink URL |
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Functional Limitations
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Category |
Limitation |
Applicable Hub Version |
Applicable Repository Version |
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Third Party API Limitation |
Attachment Filenames Attachment filenames including non standard latin alphabet characters may not be appear correctly due to a limitation in the Asana API. |
Planview Hub: 22.3 and later |
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Feature Unsupported |
Tasks Tasks cannot created without specifying a project (and the projects field cannot be changed to empty on an existing Task) |
Planview Hub: 22.3 and later |
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Feature Unsupported |
Custom Fields Custom Fields not defined in the workspace / organization library but on the project itself are not supported. |
Planview Hub: 22.3 and later |
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Third Party API Limitation |
Multi-Select Custom Fields Asana API doesn’t support creating tasks with multi-select custom fields. These fields can be modified only during an update. |
Planview Hub: 22.3 and later
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Feature Unsupported |
Due On Field Updating the “Due on” field (date only) is not supported, it’s a read-only field. The connector supports “Due at” field (date and time), which is writable. |
Planview Hub: 22.3 and later |
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Feature Unsupported |
Start On Field Updating the “Start on” field (date only) is not supported, it’s a read-only field. The connector supports “Start at” field (date and time), which is writable. |
Planview Hub: 22.3 and later |
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Third Party Functional Limitation |
Due Date When Due date is set in the web UI without specifying the time, the “Due at” (date and time) field will be empty. |
Planview Hub: 22.3 and later |
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Third Party Functional Limitation |
Start Date When Start date is set in the web UI without specifying the time, the “Start at” (date and time) field will be empty. |
Planview Hub: 22.3 and later |
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Third Party API Limitation |
Tasks Asana API doesn’t support adding tasks to a section upon creation. The task can be assigned to the desired section during an update. |
Planview Hub: 22.3 and later |
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Third Party Functional Limitation |
Tasks The connector exposes a single field to update both projects and sections of the given task. If the task is not meant to be assigned to any section the default “Untitled section” should be used. |
Planview Hub: 22.3 and later |
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Feature Unsupported |
Subtasks Subtasks are not supported. |
Planview Hub: 22.3 and later |
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Feature Unsupported |
Task Dependencies Task dependencies (internal artifact links) are not supported. |
Planview Hub: 22.3 and later |
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Feature Unsupported |
OAuth Authentication OAuth authentication is not supported. |
Planview Hub: 22.3 and later |
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Feature Unsupported |
OpenID Connect Authentication OpenID Connect authentication is not supported. |
Planview Hub: 22.3 and later |